Executive Secretary

@ University of Michigan

Overview

The University of Michigan's ICPSR seeks an experienced Executive Secretary to support senior leadership. This position offers administrative, operational, and logistics support while fostering positive relationships within the university and with member institutions.

Administrative Support

Manage complex calendars, schedule meetings and travel, and coordinate logistics for senior leadership. Draft, edit, and finalize correspondence, reports, presentations, and other materials as assigned. Triage and respond to telephone and email inquiries for the Director's office and Administration.

Meeting And Event Coordination

Prepare agendas, take minutes, and handle arrangements for meetings, seminars, and recruiting visits. Coordinate on-campus and virtual events including setup and catering arrangements.

Space And Facilities Management

Coordinate communications with ISR Facilities for building issues, redesigns, and renovations in the Perry Building. Manage keys for ICPSR staff.

Recruitment And Onboarding Support

Assist with recruiting activities including posting positions, coordinating interviews, and scheduling candidate visits. Liaise with HR and hiring managers to ensure timely recruitment paperwork.

Financial And Procurement Processes

Receive, reconcile, and submit expense reports and P-Card transactions for leadership, ensuring proper documentation. Process payments to vendors, consultants, and visitors per university policies.

Council And Member Institution Relations

Produce materials for ICPSR Council and governance meetings. Act as an ambassador for ICPSR fostering positive institutional relationships.

Required Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Minimum two years administrative support experience in higher education or research environments.
• Proven independent work ability, resourcefulness, and accountability.
• Exceptional organizational, analytical, and problem-solving skills.
• Excellent written and verbal communication skills with confidentiality.
• Proficiency with Microsoft Office, Zoom, Dropbox, Interfolio, Google Workspace, and UM Emburse/Concur.

Desired Qualifications

Experience supporting senior leadership in academic or large-scale research organizations.

Work Locations & Modes

This position will be on-site at the University of Michigan offices in Ann Arbor with flexible scheduling and remote/hybrid work options.

Salary

Executive Secretary salary range is $60,000 to $65,000.

Additional Information

The role is part of a team committed to diversity, authenticity, and collaboration. Comprehensive benefits include generous time off, retirement plan, health insurance, life insurance, disability coverage, and flexible spending accounts.

Key skills/competency

• Calendar management
• Administrative support
• Event coordination
• Expense reporting
• Communication
• Microsoft Office
• Organizational skills
• Confidentiality
• Relationship building
• Multi-tasking